Main Purpose of the Job
The Administrative Assistant will provide administrative support to ensure efficient operation of the office. The role supports management and employees through a variety of tasks related to organization and communication, ensuring all administrative duties are completed accurately, with high quality, and promptly.
Key Relationships
Internal: Head of Department in the Secretariat, Bishop Secretary, Vicar General, and Bishop.
External: Other institutions of the Diocese, Parishes, and Parish Priests, Visitors, and other Stakeholders.
Duties and Responsibilities
- Organize work by reading and routing correspondence, collecting information, and initiating telecommunications.
- Answer and direct phone calls professionally.
- Receive, distribute, circulate, and file all documents coming into the office.
- Organize and schedule meetings and appointments.
- Distribute documents to suppliers and other agencies.
- Maintain staff and parishes’ contact lists.
- Produce and distribute correspondence memos, letters, faxes, and forms.
- Develop and maintain an administrative filing system and records.
- Order, maintain, and manage office stationery and supplies.
- Arrange flight travel for staff and visitors.
- Welcome, and direct visitors to specific offices.
- Maintain department schedules, including calendars, meetings, conferences, and teleconferences.
- Ensure confidentiality and security of office operations.
- Maintain office supplies inventory by checking stock levels.
- Secure information through proper database management and backups.
- Provide historical references by utilizing filing and retrieval systems.
- Enhance professional knowledge by attending educational workshops.
- Contribute to team efforts by accomplishing related tasks as needed.
- Ensure premises are secured before leaving and opened every morning.
- Maintain general office tidiness.
- Perform any other duties as assigned by the supervisor.
Academic and Professional Qualifications
- A Diploma in Secretarial Studies, Office Administration, Office Management, Hospitality, Front Office Management, or a related field.
- Formal training in office procedures and the use of office equipment is a must.
Relevant Experience, Skills, and Competencies
- Minimum of 2 years’ experience in a busy office, preferably in an NGO setting.
- Strong report writing and documentation skills.
- Excellent typing skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong administrative writing and reporting skills.
- Excellent scheduling and time management skills.
- Professionalism, confidentiality, and organizational skills.
- Strong verbal and written communication skills.
- Ability to multitask and prioritize work effectively.
How to apply
Interested and qualified candidates should submit their applications, including a resume and a cover letter, ONLINE by 10th March 2025, 5:00 PM
Note: Applications received after the deadline will not be considered. Potential applicants are encouraged to apply as soon as possible. Only shortlisted candidates will be contacted.
